Privacy Policy

Privacy Policy

Last updated: 21 September 2026

ICO Registration no: ZC254620

MindEmbodyWild respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

MindEmbodyWild is the data controller and is responsible for your personal data.

Our contact details are:
Email address: karly@mindembodywild.co.uk
Website: mindembodywild.co.uk

1. The type of personal information we collect

We currently collect and process the following information:

Identity and Contact Data: Name, title, billing address, delivery address, email address, telephone numbers, and date of birth.
Special Category Data: Health information, relevant medical/psychological history, lifestyle details, and dietary requirements where relevant to your treatment.
Financial and Transaction Data: Details about payments to and from you, and other details of products and services you have purchased from us.
Technical and Usage Data: Internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and information about how you use our website, products, and services.
Marketing and Communications Data: Your preferences in receiving marketing from us and your communication preferences.

2. How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You fill out an intake or booking form on our website or via our client portal.
You contact us via email, phone, or contact forms.
You subscribe to our services, publications, or marketing newsletters.
You complete a survey or provide feedback.

We also receive personal information indirectly, from the following sources:

Automated technologies or interactions (such as Google Analytics tracking cookies when you interact with our website).

3. Lawful bases and Special Category conditions

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you to provide our services and goods.
Our Legitimate Interests: For running our business, managing customer relationships, recovering debts, studying how customers use our services, and keeping our website updated and secure.
Your Consent: For sending you direct marketing communications. You can clear or withdraw your consent for marketing at any time by contacting karly@mindembodywild.co.uk.
Vital Interests: In rare emergency situations where processing your data is necessary to protect your life or safety.

Processing Special Category (Health) Data

Because we process sensitive health and medical history data to deliver our therapy services, we rely on a specific condition under Article 9(2)(h) of the UK GDPR (the provision of health or social care treatment).

4. Who we share your personal information with

We do not sell your personal data. We share your personal information only with trusted third parties to help us run our business and deliver our services:

Carepatron: Our secure, health-compliant, and fully encrypted practice management platform and video provider where your client records, appointments, and therapy sessions are securely handled.
Service Providers: Professional IT infrastructure, booking systems, analytics providers, and payment processors who act as data processors bound by strict confidentiality agreements.
Professional and Regulatory Bodies: Our insurers, legal advisors, or professional bodies if necessary to manage legal claims or satisfy professional obligations.
Emergency Services or Safeguarding Authorities: If we have a reasonable belief that you or someone else is at risk of imminent, severe harm, we may share relevant details with authorities under vital interests or legal requirements.

5. How we store your personal information

Your information is securely stored. We use professional, encrypted, and GDPR-compliant digital platforms like Carepatron to ensure the security of your records.

We keep your personal information only for as long as necessary to fulfil the purposes we collected it for. For clinical therapy records, we are required by our business insurance policies and professional standards to retain your health data for at least 7 years following the end of your treatment.

Once this retention period expires, your digital records will be permanently and securely deleted from our platforms.

6. Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances (please note this does not apply to clinical records we are legally or contractually obligated to keep for insurance purposes).
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at karly@mindembodywild.co.uk if you wish to make a request.

7. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us directly at karly@mindembodywild.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: ico.org.uk